Executive Assistant

About FirstPrinciples:
FirstPrinciples is a non-profit organization building an autonomous AI Physicist designed to advance humanity's understanding of the fundamental laws of nature. Our goal for the AI Physicist is to achieve a breakthrough that unifies quantum field theory & general relativity and to explain the deepest unresolved phenomena in our universe by 2035. To do this, we're pioneering a new approach to scientific discovery by creating an intelligent system that can explore theoretical frameworks, reason across disciplines, and generate novel insights. We're a non-profit that operates like a tech start-up by moving quickly and continuously iterating to accelerate scientific progress. By combining AI, symbolic reasoning, and autonomous research capabilities, we're developing a platform that goes beyond analyzing existing knowledge to actively contribute to physics research.

Job Description:
We're seeking a proactive, highly organized, and resourceful Executive Assistant to support the operational efficiency and coordination of our growing organization. You'll be a central point of contact, ensuring smooth communication, streamlined workflows, and world-class administrative systems that enable our leadership and team to focus on strategic priorities. This is a hands-on role ideal for someone who thrives in a dynamic, mission-driven environment, loves creating order from complexity, and takes pride in keeping teams aligned and moving forward.

Key Responsibilities:

Leadership, Calendar & Operational Support:

• Provide proactive administrative and operational support to the leadership team and broader organization.
• Manage complex calendars, including scheduling internal and external meetings, interviews, and cross-functional calls, while anticipating potential conflicts and priorities.
• Prepare agendas, develop presentation materials, and ensure participants are fully briefed and prepared for meetings.
• Attend select meetings to capture key action items, track deliverables, and ensure timely completion of follow-up tasks.
• Provide daily recaps and meeting summaries to maintain clarity, alignment, and accountability.
• Coordinate meeting and event logistics such as scheduling, communications, presentations, and post-meeting follow-up.
• Maintain effective internal communication channels and serve as a liaison between leadership, staff, and external partners.

Travel & Conference Coordination:

• Plan and manage all domestic and international travel arrangements for staff, including flights, accommodations, ground transportation, and detailed itineraries.
• Coordinate registration, logistics, and materials for conferences, speaking engagements, and external events.
• Manage travel-related correspondence, approvals, and expense reporting to ensure timely processing and compliance.
• Anticipate travel needs, proactively identify potential issues, and implement solutions to ensure smooth and seamless execution.
• Serve as the primary point of contact for vendors and partners related to travel and event logistics.

Event Planning & Logistics:

• Lead the planning and execution of leadership meetings, team offsites, retreats, virtual events, partner meetings, and team-building activities.
• Coordinate all event logistics, including venue selection, catering, materials, technology support, and vendor management.
• Develop and manage event timelines, budgets, and schedules to ensure smooth execution and adherence to organizational goals.
• Handle post-event follow-up, including communications, feedback collection, and documentation of key outcomes.
• Anticipate potential issues and proactively implement solutions to ensure events run seamlessly.

Operational & Workflow Management:

• Oversee general administrative processes to ensure smooth daily operations across teams and functions.
• Support new hire onboarding, including account setup, access permissions, workspace logistics, and orientation coordination.
• Coordinate team recognition programs, gifts, and special initiatives to foster a positive workplace culture.
• Maintain organized records and documentation across shared systems (e.g., Google Drive, Asana, Confluence) to ensure accessibility and compliance.
• Track key organizational initiatives and projects, monitoring milestones and deliverables to ensure timely completion.
• Facilitate cross-functional coordination to support project execution and information flow between teams.
• Identify opportunities to streamline workflows and implement process improvements that enhance operational efficiency.

Additional Duties:

• Participate in internal committees and projects.
• Perform other ah-hoc administrative tasks as needed.

Qualifications:

• Educational Background: Bachelor's degree in business administration, communications, or related field.
• Experience: 3–5 years of experience as an Executive Assistant, Administrative Assistant, or Operations Coordinator in a fast-paced or high-growth organization.
  • Proven ability to manage multiple projects simultaneously and meet deadlines with minimal supervision.
  • Proficiency in productivity tools (Google Workspace, Slack, Asana, Confluence, etc.).
  • Track record of supporting senior executives or leadership teams.
• Skills:
  • Exceptional organizational, time-management, and prioritization skills with strong attention to detail.
  • Strong written and verbal communication skills, with the ability to represent the organization professionally in all interactions.
  • High degree of discretion and confidentiality when handling sensitive information.
  • Self-starter with a solutions-oriented mindset and a passion for enabling teams to operate efficiently.
• Mindset: Entrepreneurial & mission-driven, comfortable in a fast-growing, startup-style environment, and motivated by the ambition of tackling one of the greatest scientific challenges in history.

Bonus Skills/Experiences:

• Demonstrated passion for physics and for making scientific knowledge accessible and impactful.
• Experience with scientific research organizations, tech-forward universities, or R&D-intensive non-profits.

Application Process:

• Interested candidates are invited to submit their resume, a cover letter detailing their qualifications and vision for the role, and references. Please include "Executive Assistant" in the cover letter.

Join us at FirstPrinciples and be a part of a transformative journey where science drives progress and unlocks the potential of humanity.